biddoc.pdf

RFP FORM Rev. 06/05/2026

4750 SIGNAL TREE DR.

TIMNATH, CO 80547

(970) 224-3211

(970) 224-3217 – FAX

TOWN OF TIMNATH

REQUEST FOR PROPOSAL (RFP)

COVER PAGE

Solicitation Number: RFP2600246 Date: August 26, 2026 Title: Town of Timnath Holiday Lighting Services Proposal Deadline: September 11, 2026 at 12:00pm Mountain Time

Proposals must be submitted via Rocky Mountain e-Purchasing System (BidNet).

For additional information, questions, or documents, please contact Stephanie Mas, Procurement Specialist, via phone at 970-224-3211 Ext. 1410 or email at smas@timnathgov.com.

Documents included in this package:

1 Cover Sheet 2 Specifications 3 General Terms and Conditions 4 Special Terms and Conditions

List of Attachments:

1 Sample Agreement

The undersigned hereby affirms that:

(1) The signer is a duly authorized agent of the Contractor;

(2) The signer has read all terms and conditions and specifications which were made available in conjunction with this

Solicitation and fully understands and accepts them unless specific variations have been expressly listed in his/her Proposal;

(3) The Proposal is being submitted on behalf of the Contractor in accordance with any terms and conditions set forth in this document;

(4) The signer acknowledges and confirms the receipt of all Addenda issued for this Request for Proposal, including the following:

a. Addendum __ Dated __/__/____

b. Addendum __ Dated __/__/____

c. Addendum __ Dated __/__/____

d. Addendum __ Dated __/__/____

e. Addendum __ Dated __/__/____

f. Addendum __ Dated __/__/____

(5) The Contractor will accept any awards made to it as a result of the Proposal submitted herein for a minimum of ninety

(90) calendar days following the date of submission, and the signer understands and accepts that all contract awards are subject to acceptance of the terms of the Town’s Independent Contractor Agreement (ICA), a sample copy of which is attached to this Solicitation.

CONTRACTOR INFORMATION (PRINT OR TYPE INFORMATION)

Name of Company:

Address: City/State: Zip:

Primary Contact Name: Phone:

Email:

Authorized Representative’s Signature: Title:

Printed Name: Phone:

Email:

https://www.bidnetdirect.com/colorado/town-of-timnath mailto:smas@timnathgov.com

4750 SIGNAL TREE DR.

TIMNATH, CO 80547

SPECIFICATIONS

I INTRODUCTION:

The Town of Timnath (“Town”) desires to solicit Proposals from interested firms or persons to perform the services outlined in Section IV of the Specifications (“Scope”). This document sets forth general information and requirements for persons and firms (“Contractors”) interested in submitting Proposals (“Proposals”) in response to this Request for Proposals (“Solicitation”).

II SCHEDULE OF ACTIVITIES:

The following activities and dates are a tentative outline of the process to be used to solicit Contractor responses and evaluate Proposals.

August 26, 2026 .......................................................................................................... Issue Request for Proposal

September 2, 2026 (12:00pm) ................................................................................. Question Submittal Deadline

September 4, 2026 .................................................................................... Final Response to Questions Released

September 11, 2026 (12:00pm) ............................................................................... Proposal Submittal Deadline

Week of September 21-25, 2026 .................................................................................... Contractor Interviews**

September 30, 2026 .................................................................................................. Intent to Award Notification

October 1, 2026 ....................................................................................................................... Award Contract(s)

*Contractors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. The Contractor is responsible for the repair of any damages the Town incurs due to the Contractor’s inspection.

**Contractor Interviews may be held at the Town’s discretion. See Specifications Section VI, Proposal Scoring and Selection Process, for details.

III PURPOSE:

The Town of Timnath requests Proposals from qualified Contractors to provide seasonal holiday lighting services for designated public areas within the Town.

IV SCOPE:

Services shall include the furnishing of all labor, supervision, equipment, materials, transportation, traffic control, permits (if required), installation, maintenance, removal, and potential storage of decorative holiday lighting and related decor.

Project Locations The project generally includes the following areas. Locations are based on the areas identified in the attached example lighting maps.

1 Timnath Bridge along Harmony Road

2 Decorative lighting on approximately 43 light poles extending from the railroad tracks near 3rd Avenue to the last set of light poles beyond the school corridor.

3 Town-owned deciduous trees located along:

o 3rd Avenue to 4th Avenue o 4th Avenue to West 5th Avenue o West 5th Avenue to south school entrance o South school entrance to north school entrance o North school entrance to northern project limit

4 Additional public areas as directed by the Town during the contract term.

Required Services Contractor shall provide the following services:

A. Garland Installation o Install illuminated garland (warm white) on the Timnath Bridge.

o Garland lighting shall consist of commercial-grade LED lighting.

o Secure all garland and electrical components to withstand normal winter weather conditions.

B. Light Pole Lighting o Provide and install decorative LED lighting (5mm mini LED) on designated light poles.

o Lighting shall be installed in a neat, professional manner that does not damage Town infrastructure.

o All wiring and connections shall be concealed to the maximum extent practicable.

C. Tree Trunk and Branch Lighting o Install commercial-grade LED lighting (5mm mini LED) on tree trunks and major branches at designated locations.

o Lighting shall be evenly spaced and aesthetically consistent throughout the project area.

o All installations shall be performed using industry best practices that prevent damage to trees and vegetation.

D. Canopy Lighting o Provide and install overhead canopy lighting (C9 LED 30-36in spacing) between designated trees or structures where directed by the Town.

o Canopy lighting shall create a continuous decorative effect suitable for public gathering areas.

o Contractor shall ensure all structural attachment methods are safe and appropriate for the installation location.

E. Maintenance and Service o Conduct routine inspections throughout the holiday season.

o Respond to outages, damaged lighting, or safety concerns within the response timeframe proposed by the Contractor.

o Repair or replace defective components as necessary to maintain the intended visual appearance of the display.

F. Removal o Remove all lighting and related materials after the holiday season on dates approved by the Town.

o Restore all project areas to their pre-installation condition.

o Dispose of damaged materials in accordance with applicable regulations.

Optional Storage and Warranty Services The Town may elect to include annual storage and warranty services. If requested, Contractor shall:

• Inventory, label, package, and store all Town-owned holiday lighting materials in a secure, climate-appropriate facility.

• Provide replacement or repair of failed bulbs, wiring, connectors, and associated lighting components during the contract period.

• Maintain inventory records and provide them to the Town upon request.

Materials Required

• All lighting products shall be commercial-grade, outdoor-rated LED products as specified.

• Lighting color shall be warm white unless otherwise specified by the Town.

• Materials shall comply with all applicable electrical and safety standards.

• All extension cords, connectors, timers, and mounting hardware shall be weather-resistant and suitable for municipal outdoor use.

Contractor Qualifications The Contractor shall:

• Demonstrate experience performing comparable municipal or commercial holiday lighting projects.

• Maintain all required licenses and insurance.

• Comply with OSHA requirements and all applicable federal, state, and local regulations.

• Provide trained personnel and appropriate lift equipment necessary to perform the work safely.

Deliverables The selected Contractor shall provide:

• Installation schedule.

• Project Manager contact information.

• Maintenance response procedures.

• Inventory list of Town-owned materials, if applicable.

• Final completion report following removal of decorations.

V PROPOSAL CONTENTS:

Interested Contractors shall provide at least the following information:

1 Introduction (not included in page count):

o RFP Cover Page, completed and signed by the Contractor’s authorized signatory.

o Additional contact information including name(s), business address(es), phone number(s), and email address(es) of other applicable points of contact.

o Copy of Certificate of Fact of Good Standing for the State of Colorado.

o A statement of availability of the Contractor to undertake the Scope.

2 A detailed approach to providing the proposed Scope.

3 Relevant experience, including the scope, for projects of a similar size, scope, and magnitude within the past five (5) years.

4 References from at least three (3) current or recent projects of a similar size, scope, and magnitude within the past five (5) years.

5 Pricing for the required products and/or services:

o Proposal shall indicate the costs/rates for all proposed products and/or services, including all optional storage and warranty services. Prices shall include the cost of parts and labor. Pricing shall include the cost for each service type, and the aggregate price for the full Scope.

Service Type Cost/Price Garland Installation Light Pole Lighting Tree Trunk & Branch Lighting Canopy Lighting Maintenance & Service Removal Optional Storage Services Optional Warranty Services Other:

VI PROPOSAL SCORING AND SELECTION PROCESS:

Proposals will be evaluated using the following criteria with a maximum of 100 points available. Contractors will be evaluated based on the price and non-price factors listed below. Proposals will be scored to determine the top-rated Proposal(s) that present the best value to the Town for award of the resultant Contract.

1 Technical Approach and Capability – 25 points The Contractor’s overall technical approach will be evaluated to assess the Town’s level of confidence in the Contractor’s understanding of, approach to, and ability to successfully perform the requirements as described in the Scope.

2 Experience – 25 points The Contractor’s background and experience regarding recent projects of a similar size, scope, and magnitude will be assessed to determine the likelihood that the Contractor can successfully perform the requirements.

3 Qualifications of Proposed Team – 25 points The Contractor’s proposed team will be assessed to determine whether the Contractor meets the qualification requirements to perform the Scope.

4 Price – 25 points The Contractor’s price will be evaluated for completeness, reasonableness, and compatibility in relation to the requirements.

Interviews with Top-Rated Contractors:

If, at any stage of the evaluation, the top-rated Proposals are determined to be equal, or virtually equal, in regard to the evaluation criteria listed above, or the Town otherwise determines that interviews would be helpful, the Town may, at its sole discretion, invite those Contractors to participate in oral interviews. The Town prefers interviews to be held in-person at the Timnath Town Center.

Interview Scoring:

If Contractors are selected for oral interviews, interview content will be evaluated and scored using the same criteria above following the interviews. A total of up to 10 points may be awarded to each Proposal’s original score based on the interview. The final evaluation will be based on the Contractor’s written Proposal, interview (if conducted), and any supplemental information requested.

Selection Process:

The Town intends to award a Contract resulting from this Solicitation to the responsible top-rated Contractor(s) whose initial Proposal conforming to the Solicitation will be the most advantageous to the Town, price and other factors considered.

The Town may make award to other than the lowest-priced Contractor or the Contractor with the highest technical rating if the Town determines that to do so would result in the best value to the Town. The Town will not make an award at a significantly higher overall price to achieve only slightly superior performance capability.

VII CLARIFICATIONS AND MODIFICATIONS TO THE SOLICITATION:

Answers to questions the Town receives and that the Town, in its sole discretion, determines are a substantive provision of new information, will be issued as official Addenda to this Solicitation. When appropriate, as determined by the Town in its sole discretion, revisions, substitutions, or clarifications of the Solicitation will be issued as Addenda on BidNet. Changes or modifications to this Solicitation will be binding on the Town only if in the form of written Addenda issued by the Town. The Town will provide any Addenda to all Contractors who have received this Solicitation via BidNet.

VIII ADDENDA:

Contractor is responsible for obtaining and acknowledging all subsequent Addenda. Failure to submit acknowledgement of subsequent Addenda may deem the Contractor non-responsive.

IX REQUESTS FOR CLARIFICATIONS:

The Town reserves the right to require clarification or further information with respect to any Proposal received, and to determine the final terms of any Contract for services.

4750 SIGNAL TREE DR.

TIMNATH, CO 80547

GENERAL TERMS AND CONDITIONS

I GENERAL CONDITIONS:

1 Contractors responding to the Solicitation do so solely at their expense. The Town is not responsible for any

Contractor expenses associated with the Solicitation.

2 Contractors shall make all investigations necessary to thoroughly inform themselves regarding the conditions associated with this Solicitation. No plea of ignorance by the Contractor of conditions that exist or that may hereafter exist as a result of failure to fulfill the requirements of the contract documents will be accepted as the basis for varying the requirements of the Town or the compensation to the Contractor.

3 Contractors are advised that all Town contracts are subject to all legal requirements contained in the Town’s Purchasing Policies and federal, state, and local statutes, ordinances, and regulations. When conflicts between the Solicitation and these legal documents occur, the legal requirements will control.

4 All Proposals and other materials submitted in response to this Solicitation shall become the property of the Town upon receipt and will not be returned to the Contractor. Selection or rejection will not affect this right.

Information that is considered proprietary should be clearly marked as such and will be handled in accordance with applicable federal and state laws. Neither cost information nor any response in total will be considered proprietary, and Contractors should assume that all portions of their response other than proprietary information will be public records subject to disclosure under the Colorado Open Records Act (CORA).

5 The provisions herein are solely for the fiscal responsibility of the Town and confer no rights or entitlements to Contractors.

6 This Solicitation is not an offer to contract.

II CLARIFICATIONS AND MODIFICATIONS IN TERMS AND CONDITIONS:

1 Where there appear to be variances or conflicts between the General Terms and Conditions, the Special Terms and Conditions and the technical specifications outlined in this Solicitation, the technical specifications then the Special Terms and Conditions will prevail over the General Terms and Conditions.

2 If any Contractor contemplating submitting a Proposal under this Solicitation is in doubt as to the true meaning of the specifications, the Contractor must submit a written request for clarification to the Town through Stephanie Mas, Procurement Specialist, via email at smas@timnathgov.com. The Contractor submitting the request shall be responsible for ensuring that the request is received by the Town at least five

(5) calendar days prior to the scheduled deadline for submission of Proposals.

Any official interpretation of this Solicitation must be made in writing by an agent of the Town who is authorized to act on behalf of the Town. The Town shall not be responsible for interpretations offered by employees of the Town who are not agents nor authorized to do so.

The Town shall issue a written Addendum if substantial changes which impact the technical submission of Proposals are required. A copy of such Addendum will be made available to each Contractor receiving the Solicitation via BidNet. The Contractor shall certify its acknowledgment of the Addendum by listing it on the completed and signed RFP Cover Page submitted with its Proposal. In case of conflicting language with other documents that are part of the agreement between the Town and Contractor, the most recent Addendum shall prevail over any previous Addenda and the original Solicitation.

III PRICES CONTAINED IN PROPOSALS – DISCOUNTS, TAXES, COLLUSION:

1 Contractors may offer a cash discount for prompt payment. Discounts will be considered in determining the lowest net cost for the evaluation of Proposals; discounts for periods of less than twenty days, however, will not be considered in making the award. Contractors are encouraged to provide a discount for their prompt payment. If no prompt payment discount is being offered, the Contractor shall enter a zero (0) for the percentage discount to indicate NET 30 days. If the Contractor does not enter a percentage discount, it is hereby understood and agreed that the payment terms shall be NET 30 days, effective on the date that the Town receives an accurate invoice or accepts the products, whichever is the later date. Payment is deemed to be made on the date of the mailing of the check or issuance of ACH payment.

2 Contractors shall not include federal, state, or local excise or sales taxes in prices offered, as the Town is exempt from payment of such taxes. Town tax identification numbers will be made available to the selected Contractor.

3 The Contractor, by affixing its signature to this Solicitation, certifies that its Proposal is made without previous understanding, agreement, or connection either with any persons, firms or corporations making a Proposal for the same items, or with the Town. The Contractor also certifies that its Proposal is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action. To ensure integrity of the Town’s public procurement process, all Contractors are hereby placed on notice that any and all Contractors who falsify the certifications required in conjunction with this section will be prosecuted to the fullest extent of the law.

IV PREPARATION AND SUBMISSION OF PROPOSALS:

1 Preparation of Proposals:

o Proposals must be typed, and must not exceed ten (10) pages (not including cover pages, dividers, table(s) of contents, and/or manufacturer/OEM specification sheets). Microsoft Word and Excel, and Adobe PDF document types will be accepted.

o Proposals must contain a signature of an authorized agent of the Contractor in the space provided on the RFP Cover Page. The original cover page of this Solicitation must be included in all Proposals. If the Contractor’s authorized agent fails to sign and return the original cover page of the Solicitation, its Proposal may be determined as non-responsive.

o Unit prices, if applicable, shall be for the unit of measure requested. Prices that are not in accordance with the measurements and descriptions requested may be determined as non-responsive. Where there is a discrepancy between the unit price and the extension of prices, the unit price shall prevail.

o The accuracy of the Proposal is the sole responsibility of the Contractor. No changes in the Proposal shall be allowed after the date and time that Proposals are due.

2 Submission of Proposals:

o Proposals shall be submitted via BidNet. Proposals that are not submitted in accordance with these instructions may be determined as non-responsive.

o Contractors that qualify their Proposals by requiring alternate contractual terms and conditions as a stipulation for Contract award must include such alternate terms and conditions in their Proposals.

The Town reserves the right to declare Contractors’ Proposals as non-responsive if any of these alternate terms and conditions are in conflict with the Town’s terms and conditions, or if they are not in the best interests of the Town, as determined in the discretion of the Town.

3 Late Proposals:

Proposals received after the specified deadline will be determined as non-responsive and may not be considered.

V MODIFICATION OR WITHDRAWAL OF PROPOSALS:

1 Modification of Proposals:

Proposals may only be modified via BidNet prior to the submittal deadline. If more than one modification is submitted regarding the same subject matter, the modification bearing the latest date of receipt by the Town will be considered the valid modification.

2 Withdrawal of Proposals:

Proposals may be withdrawn prior to the submittal deadline via BidNet.

VI REJECTION OF PROPOSALS:

1 Rejection of Proposals:

The Town may, at its sole and absolute discretion:

o Accept or Reject any and all, or parts of any or all, Proposals submitted by prospective Contractors;

o Re-advertise this Solicitation;

o Postpone or cancel the process;

o Waive any irregularities or informalities in the Proposals received in conjunction with this

Solicitation;

o Determine the criteria and process whereby Proposals are evaluated and awarded; and/or o Disregard all non-conforming, non-responsive, or conditional Proposals.

No damages shall be recoverable by any challenger as a result of these determinations or decisions by the Town.

2 Elimination from Consideration:

o A Proposal may not be accepted from, nor any Contract be awarded to, any person or firm which: is in arrears to the Town upon any debt or Contract; or which is a defaulter as surety; or is otherwise in default upon any obligation to the Town.

o A Proposal may not be accepted from, nor any Contract awarded to, any person or firm which has failed to perform faithfully any previous Contract with the Town, state, or federal government, for a minimum period of three years.

VII AWARD OF SOLICITATION:

The Town shall award the Solicitation to the successful Contractor(s) through the issuance of an Intent to Award Notification. No services shall be provided until the Contract has been fully executed and distributed by the Town.

4750 SIGNAL TREE DR.

TIMNATH, CO 80547

SPECIAL TERMS AND CONDITIONS

I QUALIFICATIONS OF CONTRACTOR:

The Town may make such investigations as deemed necessary to determine the ability of the Contractor to perform the Scope, and the Contractor shall furnish all information and data for this purpose as the Town requests. The Town reserves the right to reject any Proposal if the evidence submitted by, or investigation of, such Contractor fails to satisfy the Town that such Contractor is properly qualified to carry out the obligations of the Contract and to complete the Scope contemplated therein. Conditional Proposals will not be accepted.

II MATERIAL PRICED INCORRECTLY:

As part of any award resulting from this process, Contractor(s) will discount all transactions as agreed. In the event the Town discovers, through its contract monitoring process or formal audit process, that material was priced incorrectly, Contractor(s) agrees to promptly refund all overpayments and to pay all reasonable audit expenses incurred as a result of the non-compliance.

III EQUAL OPPORTUNITY:

The Town of Timnath intends and expects that the contracting processes of the Town and its Contractors provide equal opportunity without regard to gender, race, ethnicity, religion, age or disability.

IV CONFLICTS OF INTEREST:

Prior to the execution of, and during the performance of, the resultant Agreement, the Contractor agrees to notify the Town of any conflicts of interest known to the Contractor that impact the Contractor’s provision of services to the Town.